Want to know more?

How to autocode imported bank transactions

If you import bank transactions either manually or through bank feeds, the best place to set up an autocode is in the Load Bank Transaction screen while you're coding transactions.

The bank transaction contains information that is far more reliable because you're using information from the source.

You can use either all or part of the following fields:

Other Party

Reference

Notes

NOTE: Autocoding doesn't combine text from multiple fields. You need to choose one field that best suits what you want to code.

Setting up a good autocoding structure can take time but the benefit of having consistent information is quickly realised.

The example below gives you an idea of what pieces of information can be used to autocode most of this transaction list of imported bank transactions.

How to set up an autocode

Highlight the text that you want your database to recognise and code.

If you only want to use a portion of text, highlight the selection and use Ctrl + C on your keyboard to copy the selected text.

Click on the Autocoding button.

Select New in the Autocoding screen.

The text highlighted automatically appears in the Search Text field.

If you have selected and copied a portion of text in step 1, use Ctrl + V on your keyboard to paste the text into the Search Text field.

Allocate a category and extended code. If you use Enterprising, you can also assign the transaction at this point.

Click OK to save the changes.

TIP: Use the <use imported note> option to describe the transaction in the Transaction screen and reports. The information attached to the bank transaction tends to have more detail than the default notes attached to category and extended codes.

Want to know more?

What are code templates?

When you initially set up your database you can choose a default code list based on your business type e.g. Sheep and Beef or Dairy.

Your business may change and diversify over time so you can add codes from a pre-existing template. For example, you may introduce cash cropping to your business, rather than entering each new code, import the Crop template and then only add extra codes if you need them.

Set up codes from a template

From the transaction screen click on Setup - Codes this will bring up the Setup Codes box:

Want to know more?

How to import a Scan my Bills document into an existing bank transaction

Importing bank transactions either through an automated bank feed or by exporting a file from your bank's website is the quickest and most accurate way to record transactions into your Transaction screen.

This doesn't mean that you can't use Scan my Bills though.

Have a look at the case study below to see how you can import a Scan my Bills document into an existing bank transaction.

Case Study

Rebecca uses bank feeds to import her bank transactions into Cashmanager on a regular basis.

Because of the way she records transactions in her database, she knows that using Scan my Bills for every bank transaction won't suit her office processes as it involves editing each transaction; which she doesn't have the time to do.

But she likes the idea of using Scan my Bills to store certain invoices that she knows her accountant will want to be made aware of throughout the year.

Rebecca purchases a new quad bike and wants to attach a copy of the invoice to the corresponding bank transaction.
She follows the steps below:

Import a document into a bank transaction

Email invoices and bills to your unique Scan my Bills email address.

Code your bank transactions and then import them into the Transaction screen as normal.

Locate a transaction that you want to attach a document to.

Edit the transaction so that the bottom part of the Transaction screen turns blue.

Click on the Bills button at the top of the Transaction screen and locate the document.

Highlight the document and correct it if required.

Once the document is sitting in Ready for Coding, click Add Single-Line or Add Multi-Line.
Your choice depends on how many lines the invoice has and how many you want to import.